RFP for Virtual event production and video production services for the Nature for Life Hub and Equator Prize 2022
UNOPS
RFP for Virtual event production and video production services for the Nature for Life Hub and Equator Prize 2022
Request for proposal
Reference:
RFP/2022/42630
Beneficiary countries or territories:
Multiple destinations (see the Countries or territories tab)
Registration level:
Basic
Published on:
21-Jul-2022
Deadline on:
12-Aug-2022 16:00 0.00
Description
UNOPS, on behalf of UNDP, is seeking a media production company to support the implementation of the Nature for Life Hub and the Equator Prize 2022 Award Ceremony, including Virtual event production and video production for the virtual Nature for Life Hub, and Equator Prize 2022, and related design services for both events. The Equator Prize 2022 will be an integral part of the Nature for Life Hub 2022.
-----
IMPORTANT NOTE: Interested vendors must respond to this tender using the UNOPS eSourcing system, via the UNGM portal. In order to access the full UNOPS tender details, request clarifications on the tender, and submit a vendor response to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance on how to register on UNGM and submit responses to UNOPS tenders in the UNOPS eSourcing system, please refer to the user guide and other resources available at: https://esourcing.unops.org/#/Help/Guides
-----
IMPORTANT NOTE: Interested vendors must respond to this tender using the UNOPS eSourcing system, via the UNGM portal. In order to access the full UNOPS tender details, request clarifications on the tender, and submit a vendor response to a tender using the system, vendors need to be registered as a UNOPS vendor at the UNGM portal and be logged into UNGM. For guidance on how to register on UNGM and submit responses to UNOPS tenders in the UNOPS eSourcing system, please refer to the user guide and other resources available at: https://esourcing.unops.org/#/Help/Guides
This tender has been posted through the UNOPS eSourcing system. / Cet avis a été publié au moyen du système eSourcing de l'UNOPS. / Esta licitación ha sido publicada usando el sistema eSourcing de UNOPS. Vendor Guide / Guide pour Fournisseurs / Guíra para Proveedores: https://esourcing.unops.org/#/Help/Guides
First name:
N/A
Surname:
N/A
This procurement opportunity integrates considerations for at least one sustainability indicator. However, it does not meet the requirements to be considered sustainable.
Gender issues
Social
The tender contains sustainability considerations addressing gender equality and women's empowerment.
Examples:
Gender mainstreaming, targeted employment of women, promotion of women-owned businesses.
| Link | Description | |
|---|---|---|
| https://esourcing.unops.org/#/Help/Guides | UNOPS eSourcing – Vendor guide and other system resources / Guide pour fournisseurs et autres ressources sur le système / Guía para proveedores y otros recursos sobre el sistema |
82131603
-
Video production services
New clarification added: Good dayKindly see the below questions:Here are our questions Can you please send us a preliminary agenda / program of events for the 3 daysIf is going to be 4 x 90 min session per day – does this include the 90 min for the Equator awards on Day 2 – or is this an additional 90 min slotThis would mean 12 x 90 min slots over 3 days or 13 x 90 min slots over 3daysYour Sector II document says 10 slotsWill there be any breakaway rooms / workshop in any of the 12-13 x 90 minutes sessions? Or will it be one plenary session throughout all 3 days?Can you please let us know the time frames for each day i.e. from 08:30 – 10:00 AM, tea break 10:30 – 12:00AM lunch 1:00 – 2:30 PM tea break 3:00 – 4:30 PMCan you please let us know which time zone the event will be taking placeTo confirm our understanding – the simultaneous interpretation for the 3 days will be in English, French and Spanish ?To confirm our understanding – the simultaneous interpretation for the 90 min Equator Awards will be in English and 5 other languages?To confirm our understanding – the simultaneous interpreters will be provided by the ‘client’ – we are not to include their cot in our budget?Documentaries – to be produced in English, French and Spanishare these to be narrated / voiced-over in all 3 languagesor only narrated / voiced-over in English and subtitled in French and Spanish ornarrated / voiced-over in English, French AND Spanish and subtitled in English, French and Spanishplease explain how we are to fill in Form E – performance statement form – is this to be filled in for each key personnel – its not quite clear what is expected of us hereAre you charging attendees a fee to join the event? This is for us to determine the best live stream platform for the event?The amount of attendees 27 000 – 53 000 that attended last year – was this across all social media platforms – meaning Facebook, YouTube, website and zoom. How many specifically joined via zoom? This is for us to determine size of zoom license we will require?Please confirm design work that is requiredSave the date invitesCreate an online registration and embed RSVP functionPower point templateAgendaSocial media cards and how manyPresenter / speaker cardsLower thirdsRecreate any tables, graphs and chartsAnswers,A preliminary full agenda isn't available yet.The four 90 mins sessions per day include the Equator Prize Award Ceremony. The Hub lasts three days. In total there will be 12 sessions.All sessions will be fully pre-recorded. No live engagement involving breakaway rooms is expected.The specific time is still TBD. However, with high likelihood, we expect Hub daily events to start at 9:00/10:00 am NY time on November 28, 29 and 30. All events will be fully or almost fully pre-recorded. If not fully pre-recorded only the moderator will be live.The event will take place in the Eastern time zone (i.e. New York time)The simultaneous interpretation will be in En, Sp, Fr. However certain sessions such as the Equator Prize award ceremony will require interpretation in more languagesThe languages of the Equator Prize award ceremony will be: Spanish, Portuguese, French, Twi, EnglishInterpreters will be paid for by UNOPS. Please do not include those costs in your bid.The short EP videos will be only subtitled in foreign languages. Please check the links shared above that show Equator Prize individual mini-documentaries/videos of 2021 This was clarified in the previous clarifications. No fees will be charged. All events are free.The number of attendees indicated was across all platforms. No special license is requested for Zoom. Less than 100 people will join Zoom specifically.Correct for all of the design deliverables except power point template.
Edited on:
09-Aug-2022 18:11
Edited by:
webservice@unops.org
New clarification added: for the event Will we be connected directly with your team handling the webiste to make design changes required and as the portal for the virtual event?What time zone is the virtual event running in ?Answers, As soon as the contract is awarded the awarded bidder will be in contact with the implementing team and all other detials will be discussed.
Edited on:
09-Aug-2022 18:01
Edited by:
webservice@unops.org
New clarification added: for additional documentation and presentation decks for technical capability can we upload this in the relvant envelope under the submissions page or should we add clickable links to the forms (or both options)Answer,Please make sure to upload all the required Forms. Feel free to add any additional documents.However, please make sure not to include any information about your financial proposal under the technical documents; otherwise, your submission will be disqualified. Regards, UNOPS-Procurement
Edited on:
09-Aug-2022 17:48
Edited by:
webservice@unops.org
New clarification added: clarifiacation on the reutrnable biddable forms , are we correct in assuming they need to be split up into respective forms for submission?Answer,Section III Returnable bidding forms: The following returnable forms are part of this RFP and must be completed and returned by offerors as part of their Proposal. Instructions to complete each Form are highlighted in blue in each Form. Please complete the Returnable Bidding Forms as instructed and return them as part of your proposal by uploading them against their specific Document Checklist in the UNOPS eSourcing system. Please ensure that the financial information in your proposal is uploaded in the financial envelope checklist under the Financial Offer Details tab of the eSourcing system.Best regards,UNOPS Procurement
Edited on:
09-Aug-2022 17:43
Edited by:
webservice@unops.org
New clarification added: Can you please explain what is required in form E is it as simple as completing the name and then signing etc asit appears to be a form for contract performance?Answer,Form E- should reflect the company's performance/experience in the past years. Please fill in the required information in the table. Regards, UNOPS-Procurement
Edited on:
09-Aug-2022 17:39
Edited by:
webservice@unops.org
New clarification added: Dear Mr. Smith:Section III Returnable bidding forms: The following returnable forms are part of this RFP and must be completed and returned by offerors as part of their Proposal. Instructions to complete each Form are highlighted in blue in each Form. Please complete the Returnable Bidding Forms as instructed and return them as part of your proposal by uploading them against their specific Document Checklist in the UNOPS eSourcing system. Please ensure that the financial information in your proposal is uploaded in the financial envelope checklist under the Financial Offer Details tab of the eSourcing system.In Form E please complete the parts highlighed in blue:Name of Offeror: [insert name of Offeror]Date: [insert submission date]Thanks and best regards
Edited on:
09-Aug-2022 13:20
Edited by:
webservice@unops.org
New clarification added: Is it acceptable to bid for the Film production but NOT the event management?Answer,The vendor selected will need to provide both the film production and the event management, therefore please bid for both in order to be considered.Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 23:15
Edited by:
webservice@unops.org
New clarification added: In Form C section 8 is it referring to traditional PR campaigns or digital PR over social media and other channels?Answer,Please note it refers to both traditional PR campaigns and digital PR over social media and other channels.Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 23:14
Edited by:
webservice@unops.org
New clarification added: Dear Sir/Madam, Kindly clarify, do we need to submit the UNOPS contract for professional services? If we do, what section do we submit this contract under?Answer,The contract is shared in the RFP document for the bidder information about the UNOPS terms and conditions. The contract will be used only later stage with the awarded bidder. Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 23:11
Edited by:
webservice@unops.org
New clarification added: Good morning,Is there an allocated budget, which can be disclosed, for each of the products requested or for the entire project?Answer,Thanks for your query. We cannot disclose budget information.Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 23:08
Edited by:
webservice@unops.org
New clarification added: Kindly Confirm if this is running in Zimbabwe as wellAnswer,Please note the Nature for Life Hub and all related events will be run online. Therefore the event is available globally.Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 23:04
Edited by:
webservice@unops.org
New clarification added: Good dayI am following up to check if anyone has received the below message posted yesterday?Thank you for sharing the responses to the questions asked by other companies. May we kindly ask that you may please share the questions asked as well so that it is easier to link to the answer?Currently, you are only sharing the answers.Answer,Already shared.Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 23:03
Edited by:
webservice@unops.org
New clarification added: How many attendees are expected at the virtual event daily based on previous events?Answer,In 2021 the Hub got between 27,500 to about 53,000 views every single day across all platforms. We would expect to reach similar numbers this year.Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 23:00
Edited by:
webservice@unops.org
New clarification added: 5/ Point 4 of the Technical Criteria on the UNOPS platform states: Please specify what platform you suggest for the Nature for Life Hub and why. Should we propose a platform for this event, and provide costs? Which section ion of the Financial Proposal breakdown should be used, as a visual event platform requirement is not explicitly requested.6/ Point 8 of the Technical Criteria on the UNOPS platform states: Please describe the previous experience in providing public relations and communications services, although they are not required in the Financial Proposal breakdown. Can they be defined, and should they be included?Answers,5) The platform to be used is the nature for Life Hub page which lives within the Learning for Nature website. Please see here: https://www.learningfornature.org/en/nature-for-life-hub-2021/6) Please list any relevant prior experience that can be generically labeled as public relations and communications services.Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 22:58
Edited by:
webservice@unops.org
New clarification added: 1/ In the Schedule of Requirements document, Section 3 Development Objectives, you list support for editing 2-3 short video segments of about 3 minutes to be included in the Equator Prize 2022 Award Ceremony. Where are these videos listed in the Outputs? Is this in Output 2.3?2/ Can your team provide further details with regards to the scope of work for updating the existing design/branding/visual identity for the Hub and Equator Prize and the specific deliverables that are required, particularly for the websites, social media and digital collateral? The onscreen branding requirements are well understood. 3/ In the Schedule of Requirements document, output 3.1 are the trailer videos. In the Financial Proposal Breakdown spreadsheet, Output 3.1 is listed as Event Design refresh. We assume that Output 3.1 should be the production of the 3 Trailer Videos?4/ Do you have any previous examples of the 12-15 min documentary-style short films that have been produced previously to show the expected style and content of the videos? Answers,1) This relates to 2-3 short video segments of about 3 minutes each to be included in the Equator Prize Award Ceremony, such as could be a community statement, speakers’ individual presentations, keynotes, etc. This is part of the production of the Equator Prize Award Ceremony 90-minute-long event. This requirement refers to Output 2. You may watch the 2021 Equator Prize award ceremony here to get a better sense of the type of event UNOPS is looking to produce: https://www.youtube.com/watch?v=EhO6zXOqTCs 2) The updating of the existing design/branding/visual identity for the Hub and Equator Prize shall be cohesive and get reflected in the production of corresponding social media cards, posts, and short video cuts with lower thirds that can reflect the new look and feel used. You may find more details about this by accessing the link we shared as well as visiting the EquatorInitiative Instagram and Facebook pages referring to posts from September 2020 and October 2021. 3) In the Schedule of Requirements Output 3 entails the production of trailer videos for each of the three Hub days (max. 59 seconds to allow for Instagram playing) for promotion prior to the event, and to open each day. May use archival/stock footage and/or footage provided by the client team.4) Here is the example you've requested: https://vimeo.com/equatorBest regards,UNOPS Procurement
Edited on:
08-Aug-2022 22:57
Edited by:
webservice@unops.org
New clarification added: Good dayThank you for sharing the responses to the questions asked by other companies. May we kindly ask that you may please share the questions asked as well so that it is easier to link to the answer? Currently, you are only sharing the answers.Answer,All questions and answers are shared via the UNOPS portal in here. Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 22:55
Edited by:
webservice@unops.org
New clarification added: Dear UNOPS team,We would greatly appreciate it if you could kindly clarify the following items:1. Will we (the bidder) be required to conduct any pre-recordings of the speakers? Or are all of the pre-recordings fully conducted by the client team and event partners, and we are provided with the raw video files for post-production services only?2. As there will be no live speakers, then will only the interpreters (French & Spanish) be live? Or are we able to pre-record the interpreters as well?3. Will this be streamed out via the Nature for Life Hub website, YouTube, Facebook, and Twitter as a 1-way platform or will it be an interactive conference platform example via Zoom?Answer,The bidder won't conduct any pre-recordings of the speakers. Pre-recordings will be provided by the client team and other partners and stakeholders. Bidder will receive the raw files for post-production only. Although there will be no live speakers, in a few instances the interpreters will be interpreting live. The events will be streamed out via several platforms, including the Nature for Life Hub website. We might need to use Zoom for the Equator Prize award ceremony only to provide live interpretation to the ten organizations that will be honored during that specific event.Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 22:53
Edited by:
webservice@unops.org
New clarification added: Good morningRegarding online production, what would be the duration of each one in each day?In online events, how many people (active sessions) do one or more people (presenter, interviewees, etc.) intervene in a single site or several? Will the scripts be delivered by UNOPS?, in the three languages (English, Spanish and French) or the construction of the scripts and translation is carried out by the offeror? Answers,There will be four 90 min sessions per day. Each session will have multiple pre-recorded content. Several people will intervene in each session. No speaker will be live (all content will be pre-recorded). Scripts will be delivered by UNOPS/UNDP in collaboration with partner organizations and other relevant stakeholders. For certain scripts, inputs from the selected producers will be requested. Translations will be provided by UNOPS/UNDP and partner organizations.
Edited on:
08-Aug-2022 22:51
Edited by:
webservice@unops.org
New clarification added: When you say"Delivery of a user-friendly toolkit to be shared with the client team and partners well in advance of the event to answer any technical questions on the platform." Do you mean a software/website application or related service? Please expound. Answer,The platform used for the broadcast of the Nature for Life Hub and the Equator Prize Award Ceremony is the Nature for Life Hub webpage which lives on the UNDP Learning for Nature website. You can visit this link for an example related to the 2021 Hub: https://www.learningfornature.org/en/nature-for-life-hub/Best regards,UNOPS Procurement
Edited on:
08-Aug-2022 22:49
Edited by:
webservice@unops.org
New clarification added: Dear Mr. Gough,The vendor selected will need to provide both the film production and the event management, therefore please bid for both in order to be considered.Thanks and best regards
Edited on:
08-Aug-2022 18:58
Edited by:
webservice@unops.org
New clarification added: Dear Mr. Dirani,Please note the Nature for Life Hub and all related events will be run online. Therefore the event is available globally.Best regards
Edited on:
08-Aug-2022 18:32
Edited by:
webservice@unops.org
New clarification added: Dear Mr. Smith,Thanks for your query.Please note it refers to both traditional PR campaigns and digital PR over social media and other channels.Thanks and best regards.
Edited on:
08-Aug-2022 18:27
Edited by:
webservice@unops.org
New clarification added: Dear Ms. Burbano,Thanks for your query. We cannot disclose budget information.Best regards.
Edited on:
05-Aug-2022 18:13
Edited by:
webservice@unops.org
New clarification added: Dear Lydia,We asnwered your question on August 4th already. Please check above. We cannot share other bidders questions publicly.Regards,UNOPS Procurement Team
Edited on:
05-Aug-2022 18:10
Edited by:
webservice@unops.org
New clarification added: Dear Mr. Smith,In 2021 the Hub got between 27,500 to about 53,000 views on each single day across all platforms. We would expect to reach similar numbers this year. Thanks and best regards.
Edited on:
05-Aug-2022 18:07
Edited by:
webservice@unops.org
New clarification added: Dear Mr. Chapman,5) The platform to be used is the nature for Life Hub page which lives within the Learning for Nature website. Please see here: https://www.learningfornature.org/en/nature-for-life-hub-2021/6) Please list any relevant prior experience that can be generically labeled as public relations and communications services. Thanks and best regards.
Edited on:
04-Aug-2022 21:03
Edited by:
webservice@unops.org
New clarification added: Dear Mr. Chapman,Thanks for your questions.1) This relates to 2-3 short video segments of about 3 minutes each to be included in the Equator Prize Award Ceremony, such as could be a community statement, speakers’ individual presentations, keynotes, etc. This is part of the production of the Equator Prize Award Ceremony 90-minute-long event. This requiremente referes to Output 2. You may watch the 2021 Equator Prize award ceremony here to get a better sense of the type of event UNOPS is looking to produce: https://www.youtube.com/watch?v=EhO6zXOqTCs 2) The updating of the existing design/branding/visual identity for the Hub and Equator Prize shall be cohesive and get reflected in the production of corresponding social media cards, posts and short video cuts with lower thirds that can reflect the new look and feel used. You may find more details about this by accessing the link we shared about as well as visiting the EquatorInitiative Instagram and Facebook pages referring to posts from September 2020 and October 2021. 3) In the Schedule of Requirements Output 3 entails the production of trailer videos for each of the three Hub days (max. 59 seconds to allow for Instagram playing) for promotion prior to the event, and to open each day. May use archival/stock footage and/or footage provided by client team.4) Here is the example you've requested: https://vimeo.com/equatorThanks and best regards.
Edited on:
04-Aug-2022 20:44
Edited by:
webservice@unops.org
New clarification added: Dear Juliana Affandi Tan,Thanks for your message.The bidder won't conduct any pre-recordings of the speakers. Pre-recordings will be provided by the client team and other partners and stakeholders. Bidder will receive the raw files for post-production only. Although there will be no live speakers, in few instances the interpreters will be interpreting live. The events will be streamed out via several platforms, including the Nature for Life Hub website. We might need to use Zoom for the Equator Prize award ceremony only to provide live interpretation to the ten organizations that will be honored during that specific event.Thank you and best regards.
Edited on:
04-Aug-2022 11:29
Edited by:
webservice@unops.org
New clarification added: Good afternoon and thanks for your inquiries.There will be four 90 min sessions per day. Each session will have multiple pre-recorded content. Several people will intervene in each session. No speaker will be live (all content will be pre-recorded). Scripts will be delivered by UNOPS/UNDP in collaboration with partner organizations and other relevant stakeholders. For certain scripts, inputs from the selected producers will be requested. Translations will be provided by UNOPS/UNDP and partner organizations. Thanks again and best regards.
Edited on:
03-Aug-2022 22:38
Edited by:
webservice@unops.org
New clarification added: 4 x 90 min sessions per day; each session will have multiple pre-recorded content, no one will be live; scripts will be delivered by UNOPS.Best regards,UNOPS Procurement Team
Edited on:
03-Aug-2022 21:12
Edited by:
webservice@unops.org
New clarification added: Good afternoon!The point you highlighted entails the development of a simple document/toolkit, to be paired with a virtual meeting or two with the client team, to ensure client team is clear about the technicalities related to the streaming of the event which will happen through the Learning for Nature - Nature for Life Hub official webpage. The goal of the toolkit and related conversations are to ensure that, well in advance of the event, the client team and its partners have the ability to clarify any technical questions they might have on the platform and the delivery of the events.Thanks and best regards.
Edited on:
03-Aug-2022 19:33
Edited by:
webservice@unops.org
New clarification added: The platform used for the broadcast of the Nature for Life Hub and the Equator Prize Award Ceremony is the Nature for Life Hub webpage which lives on the UNDP Learning for Nature website. You can visit this link for an example related to the 2021 Hub: https://www.learningfornature.org/en/nature-for-life-hub/Best regards,UNOPS Procurement
Edited on:
28-Jul-2022 16:03
Edited by:
webservice@unops.org
New clarification added: The platform used for the broadcast of the Nature for Life Hub and the Equator Prize Award Ceremony is the Nature for Life Hub webpage which lives on the UNDP Learning for Nature website. You can visit this link for an example related to the 2021 Hub: https://www.learningfornature.org/en/nature-for-life-hub/Best regards,UNOPS Procurement
Edited on:
28-Jul-2022 16:00
Edited by:
webservice@unops.org
New clarification added: Good morning Ms. Burbano,The platform used for the broadcast of the Nature for Life Hub and the Equator Prize Award Ceremony is the Nature for Life Hub webpage which lives on the UNDP Learning for Nature website. You can visit this link for an example related to the 2021 Hub: https://www.learningfornature.org/en/nature-for-life-hub/Thank you.Best regards
Edited on:
28-Jul-2022 14:29
Edited by:
webservice@unops.org
New clarification added: Hi. Thank you for your clarification. Answer to question 1:4 sessions per day (12 in total)Yes the videos do not include the Equator Prize videosAnswer to question 2:The language is English
Edited on:
27-Jul-2022 17:53
Edited by:
webservice@unops.org